Operational and Postimplementation in Erp systems

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CHAPTER 7
Operational and
Postimplementation

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Learning Objectives
• Describe all the components to a successful “Go-live”
and how to determine their readiness.
• Understand what is involved in stabilizing the system
after “Go-live” and how to track and address problems
and issues on a daily basis.
• Value the transition from developing a system to
supporting it in a production environment.
• Understand the process of transferring knowledge to
operational staff and the importance to the long-term
system success.
• Realize the value of training before and after “Go-live.”

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Preview
• In assessing an ERP project’s readiness for Go–live,
planned tasks and activities must be completed to allow
project management to address any outstanding issues
that may jeopardize the Go-live date.
• Readiness process needs to include as many team
members, appropriate users, and managers as possible.
• Much of the success of an implementation lies with the
stabilization and post-production support processes.

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Preview (Cont’d)
• All resources should be focused on ensuring users
understand how to use the system and that issues and
problems are resolved as quickly as possible.
• Continual monitoring of implementation issues will provide
a basis for moving from stabilization to postproduction
support.
• Training also gears up during the readiness process and
continues through stabilization and post-production
support.

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Figure 7-1 Sample Project Methodology

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Go-Live Readiness
• An elaborate readiness checkpoint should be in place
for Go-live to make sure steps are not missed.
• Infrastructure, development, configuration, conversion,
testing, training, communications, operations, command
central, reporting, and users must be assessed in the
readiness process.
• Readiness reviews need to be documented and
communicated to the project team and the company.
• A detailed report needs to be available, along with an
executive summary for senior management.

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Go-Live Readiness (Cont’d)
• The Go-Live Readiness Review and Status Report is
often a table that shows the status of each area at a
glance, with the key activities that need to be completed
agreed to before going live.
• The process for determining readiness consists of a
series of meetings and discussions on the status of each
area’s tasks and activities.
• If the PMO sees a lot of RED items the first time through,
it will help to focus the project teams on what needs to be
accomplished in the time period between the assessment
and Go-live .

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ERP Training
• Training must be provided to everyone that will be using
the system, and should use real data and examples.
• If done correctly training will capture about 90 percent of
what users will see on a daily basis.
• ERP training personnel could include trainers who work
for the software vendor, third-party trainers that have
specific experience in ERP systems.
• Developing a variety of ways to train will better ensure the
effectiveness of training.
• Training needs to be endorsed by senior management
early to ensure adequate funding.

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Stabilization
• The stabilization process begins when the ERP system
software is in production, initial training is complete, and
conversion of critical data is done.
• After the ERP system goes live, the organization will need
to shift to stabilization process—60 to 90 days.
• IT staff will be monitoring the infrastructure for response
times and ensure that back-ups are taken appropriately.
• Subject matter experts should be prepared to help many
users from their departments operate the system in the
correct way.

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Issues Arising During Stabilization
• Customizations add to the complexity if not documented
and communicated well.
• Not being able to perform ad hoc activities, not because
the system is unable, but more about learning how to
accomplish the activity.
• Users make mistakes as they use the new process for
the first time.
• In a parallel implementation approach, the ERP system
is operated concurrently with the old legacy system,
which is labor-intensive, confusing, and frustrating.
• Reconciliation has to be done between the new ERP
system and the old legacy system to validate the inputs
and outputs.

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Postproduction Support
• Managing the daily system operations and ensuring
that the system is doing what it needs to do is really the
purpose of post-production support.
• If the post-production process is inadequate, then the
implementation may be considered a failure.
• Many of the risks associated with cutting over to the
new ERP can be reduced by appropriate pre–Go-live
and end-user training.
• Subject matter experts and core project team members
should be used to provide general support to answer
simple process and system questions.

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Figure 7-2 Product Life Cycle Chart

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Postimplementation Support
• Postimplementation support is generally divided into the
following points:
– Training
– Go-Live Support
– Data Validation
– Data Correction
– Patches and Fixes
– New Features
• By clearly defining and communicating Go-live and the
ongoing support processes, overall expectations will be
better set to realize measurable business benefits and
ROI from the ERP project.

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Knowledge Transfer
• There must be a well-defined process in place to transfer
knowledge and skill to new or existing staff or team
members during and after the implementation process.
• Project monitoring and tracking, collaboration and
communication, subject matter expertise, and lesson-
learned repository should be documented.
• A knowledge management plan should be in place to
monitor the transition from one phase of the
implementation to the other, which enables a smooth
transfer of knowledge.

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Knowledge Transfer (Cont’d)
• A knowledge management plan will:
– Ensure knowledge is retained.
– Reduce the cost of support due to lower number of support
calls.
– Facilitate faster learning.
– Better maximize the capabilities of the system.
– Cut time in troubleshooting problems.
– Ensure a correct use of the system.
• One centralized data repository can then be used to
store documents which will eliminate confusion,
duplication, and losing data.

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Implications for Management
• The closer an ERP implementation gets to its Go-live
date the more project management must focus on the
issues, tasks, and activities to identify the issues and
help focus resources and efforts.
• To ensure a successful and sustainable ERP
implementation, there must be a well thought-out and
understood knowledge transfer process when
consultants, implementation partner staff, full-time and
part-time staff, and even end-users leave.

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Summary
• Assessing readiness in an ERP implementation is
critical to the overall implementation process. Without
the readiness process in place, it will be difficult to meet
the Go-live date with any assurance.
• For the readiness process, project managers need to
focus on the high-priority tasks and activities and
identify where workarounds are possible.
• Just-in-time and continual training is the mark of a good
ERP implementation training plan.

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Summary (Cont’d)
• Stabilization is generally a 60 to 90 day period of time
that takes place after Go-live depending on the number
of issues that arise.
• Post production support helps the production staff,
users, and information technology staff to know what to
expect daily, weekly, monthly, and yearly from the
system.
• A roll-on and roll-off process for consultants and staff is
needed to ensure the long-term system sustainability in
the Knowledge Transfer process.

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Review Questions
1. Why is the readiness process so important to an ERP
implementation?
2. What project areas need to be assessed in a
readiness process?
3. What is included (and not included) during the
stabilization timeframe?
4. Why is the knowledge transfer important to the long-
term stability of the ERP system?
5. What are the five areas addressed in postproduction
support?

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Copyright © 2012 Pearson Education, Inc.
Publishing as Prentice Hall